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RES NO 05-03-2015 CITY OF VAN BUREN,ARKANSAS RESOLUTION NO. - -2015 BE IT ENACTED BY THE CITY COUNCIL, FOR THE CITY OF VAN BUREN, ARKANSAS,A RESOLUTION TO BE ENTITLED: A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A CONTRACT FOR ENGINEERING SERVICES FOR THE CITY OF VAN BUREN, ARKANSAS, AND FOR OTHER PURPOSES. WHEREAS, the City of Van Buren,Arkansas desires to make various street improvements within the City; and WHEREAS, in order to commence,the City is in need of professional engineering services for the development of plans and designs, and cost estimates for said projects. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VAN BUREN,ARKANSAS,THAT: SECTION 1: The Mayor is authorized to enter into a contract(Exhibit"A")with Hawkins-Weir Engineers, Inc.to provide engineering services for the development of plans and designs, and cost estimates for various street improvements. Payment for such engineering services shall not exceed$74,000.00 plus reimbursable expenses. IN WITNESS WHEREOF, the City of Van Buren, Arkansas, by its City Council, did pass, approve, and adopt, by a vote of LJfor and against, the foregoing Resolution at its regular meeting held on the 26th of May 2015. . A Allik . Robert D. Free : • Mayor ATTESTED: APP 0 D S 'I' ORM: ifeCEOUtit Barbie Curtis — ice A. Se e City Clerk/Treasurer City Attorney HAW KI � J S E I R E N G I N E E R S , I N C . illINV Engineering Client Success April 30, 2015 Honorable Bob Freeman, Mayor City of Van Buren 1003 Broadway Van Buren, Arkansas 72956 Re: 2015 City of Van Buren Street Improvements Project HWEI Project No. 2015032 Dear Mayor Freeman: Per your meeting earlier this week with Brett Peters, this letter will transmit our revised proposal for providing engineering services for the 2015 City of Van Buren Street Improvements Project. According to the list of streets you provided in the enclosed request for proposal, we calculate approximately 17,920 linear feet of proposed street overlay improvements. Enclosed are the following documents for your review: 1) Detailed Scope of Services Task List (Exhibit A) 2) Agreement for Professional Services (2 original copies) 3) City's Request for Proposal Letter Our fee for the proposed scope of services outlined in Exhibit A will be based on our Standard Hourly Billing Rates as compensation for services and expenses of principals and employees of Hawkins-Weir Engineers. The not to exceed fee for these services is $74,000.00, plus Reimbursable Expenses. Generally, our proposed scope of services is for the design and bidding phases of the project. Reimbursable expenses, including subconsultant fees, incurred in connection with all Basic and Additional Services will be charged based on their actual cost times a factor of 1.07. We anticipate the following reimbursable expenses and subconsultant fees for the • project: ARKUPS Utility Locates $ 400 Permit Fees $ 500 Document Reproduction $ 500 Sub-Total $ 1,400 7% $ 100 Total $ 1,500 As clarification,the aforementioned reimbursable expenses and subconsultant fees are not included in our proposed not to exceed fee. We will bill you monthly for any services performed or reimbursable expenses incurred during the billing period. 110 So. 7th Street • P.O. Box 648 • Van Buren,AR 72957 • Ph: (479) 474-1227 • (479) 474-8531 211 Natural Resources Drive• Little Rock,AR 72205 • Ph: (5O1) 374-4846 • Fax: (501)374-4886 www.haw kins-weir.coin 2015032/BF043015KS.docx it klAill Honorable Bob Freeman, Mayor Page 2 April 30, 2015 We estimate the conceptual construction cost of the proposed street improvements project at approximately $1.42 million based on the identified list of streets and our past experience on similar projects. Our conceptual cost estimate is further broken down by street as follows: North 20th Street—$275,000; Poplar Street—$300,000; Northridge Drive—$220,000; North 9th Street— $425,000; and Alma Boulevard — $200,000. We acknowledge your available project budget of $900,000 and understand that you may reduce the construction project scope upon completion of final design when more accurate cost estimates will be available. We have not included in this proposal any services involving construction management or inspection services and understand that these services will be negotiated in a future contract amendment following the award of a construction contract. This proposal letter together with the enclosed Agreement for Professional Services represents the entire agreement with Hawkins-Weir Engineers, Inc. If this proposal is acceptable, please sign and date both copies of the enclosed Agreement and return one (1) copy to us. The remaining copy is for your records. If you have any questions or comments, please do not hesitate to call. Sincerely, HAWKINS-WEIR ENGINEERS, INC.p q . V z/ix. J. Kyle Salyer, P.E., P.S. JKS/gch Enclosures: As Listed www.hawkins-weir.co n 1 2015032/BF043015KS.docx EXHIBIT A SCOPE OF SERVICES 2015 STREET IMPROVEMENTS PROJECT VAN BUREN,ARKANSAS HWEI PROJECT NO.2015032 Further Description of Basic Engineering Services and Related Matters. 1. Scope The Basic Services of the Engineer are amended or supplemented as indicated below and the time periods for the performance of certain services are stipulated as indicated below. 2. Topographic Surveys a. Establish base line (with references) along existing roadway. Identify stationing on centerline at 100 foot intervals. Survey a minimum of 300 feet in all four directions from the center of the intersection. b. For areas other than reconstruction, field instrument survey shall be waived and street length and width may be measured with a measuring wheel. Establish base line (with references) along existing roadway with centerline marked at 100 foot intervals. c. Utilize the latest version of the City Aerial Mapping Planimetrics for illustrating all structures, streets, driveways, storm drains and other features within the right-of-way and show on plans without stations or dimensions. Areas of reconstruction shall be accurately located and dimensioned except that stationing of curb repair/replacement is not required. d. Set temporary bench marks where applicable. 3. Right-of-Way Surveys a. Right-of-way surveys are excluded from the project scope due to the project being an overlay and not a reconstruction project. 4. Utility Surveys and Coordination a. As needed for any reconstruction, obtain location and size of existing overhead and underground utilities from the utility companies. b. Using utility field survey data, plot existing utilities on plans without stations or dimensions, except as needed for reconstruction and/or relocation. c. Attend meetings with each affected utility company to discuss necessary adjustments or relocations and later to discuss their methods and schedule to accomplish the work. d. Review utility adjustment plans and costs with City to determine most feasible combination of street and drainage construction and/or utility relocation to be utilized. Prepare construction plans as directed by City to accommodate utility relocations, including identification of utility easements on right-of-way plans. Final plans shall indicate the location and extent of proposed utility relocations. 5. Preliminary Design Phase a. Perform all field surveys necessary as listed above. b. Prepare plan and profile drawings showing all existing facilities. Horizontal scale of drawings to be 1 inch equals 40 feet or larger and vertical scale to be 1 inch equals 5 feet. Include the following information: (1) Survey data, centerline and stations, existing improvements, existing right-of-way, and structures. (2) Existing and proposed pavement sections. (3) Construct handicap ramps at curb returns only where sidewalk exists. No sidewalk improvements are to be made beyond the limit of curb returns unless otherwise needed due to reconstruction. (4) Provide list of details to be incorporated into plans. (5) Draft preliminary notes on plans to fully describe the construction work to be performed. c. Prepare draft copy of the construction specifications and special conditions. d. Prepare cost estimates for preliminary design. e. Provide design report including calculations and support data. 6. Final Design Phase a. Prepare final design calculations, plans, profiles, details, paving sections, cross sections, and other items. b. Prepare construction details which depict all typical items, including but not limited to, curbs, drainage inlets and junction boxes, underdrains, driveways, sidewalks and pavement markings. 1 c. Prepare final copy of the construction specifications and special conditions. d. Calculate final construction quantities and prepare construction bid proposal form. e. Prepare a recommendation of construction contract time. f Prepare construction cost estimate. g. Prepare Arkansas Highway and Transportation Department(AHTD)permit. 7. Advertisement and Bidding Phase a. Assist the City in advertising the project for bidding. b. Prepare any necessary bidding addendums for the project. c. Assist the City in receiving bids and preparing a bid tabulation for the project. d. Review bids and prepare a recommendation to the City for the award of a construction contract. e. Assist in the preparation of contract documents for execution between the City and Contractor. 8. The services specified for the various phases of the Agreement shall be completed and all stipulated documents shall be submitted to the OWNER within the following specified times following written authorization to proceed with that phase of services. Calendar Days After Phase Receipt of Notice Preliminary Design Phase 60 Final Design Phase 30 Advertisement and Bidding Phase 45 9. The ENGINEER should anticipate a 15 calendar day review period by the City staff between the completion of one phase and the beginning of the following phase. Additional time may be required for review by agencies. 10. The plans, specifications and contract documents authorized by this Agreement shall be prepared to allow construction bids to be received and construction to be performed under one construction contract. 11. Subcontracting of services by the ENGINEER shall have prior approval of the OWNER. HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2015032 1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN VAN BUREN,ARKANSAS 72956 Project Manager: J.KYLE SALYER,P.E.,P.S. (479)474-8936 Date: APRIL 30,2015 Description of Work: ENGINEERING SERVICES FOR THE 2015 CITY OF VAN BUREN STREET IMPROVEMENTS PROJECT. GENERAL:HAWKINS-WEIR ENGINEERS,INC.(HWEI)shall perform the professional services indicated on this Agreement. These services shall include serving as the Client's professional engineering and/or surveying representative providing consultation and advice as requested by this Agreement. SCOPE OF SERVICES:Services to be provided by HWEI shall be as described on this Agreement and noted attachments and other services shall not be implied unless so stipulated by a written agreement acknowledged by client and HWEI. ACCESS: The Client shall provide to Engineer legal access to all properties,public and private,required to perform the services requested. INFORMATION PROVIDED BY CLIENT:The Client shall provide all criteria and full information such as surveys, legal descriptions,subsurface explorations, hydrographic surveys, laboratory tests, flood plain data, environmental assessments, environmental impact statements, utility or other easements, zoning and deed restrictions as may be available to the Client which pertain to the work to be performed. HWEI may rely on such information supplied by the Client in performing services hereunder. PERMITS: Client shall furnish all approvals and permits for all governmental authorities or other entities having jurisdiction. REUSE OF DOCUMENTS: All documents including drawings, specifications and reports prepared by or furnished by HWEI pursuant to this Agreement are instruments of service with regard to the work being performed and HWEI shall retain an ownership and property interest therein.Client may make and retain copies for information and reference in connection with the use and occupancy of the project by client and others,however,such documents are not intended or represented to be reused by Client or others on extensions of the project or any other project. Any reuse of documents without written authorization by HWEI shall be at Client's sole risk and Client shall hold HWEI harmless and without liability. COMPENSATION FOR SERVICES:HWEI shall be compensated for services rendered under this Agreement as follows: HOURLY,NOT TO EXCEED-$74,000,PLUS REIMBURSABLE EXPENSES OTHER CONDITIONS: • All fees and expenses paid by HWEI on behalf of the Client shall be reimbursed by the Client to HWEI based on actual cost TIMES A FACTOR OF 1.07(i.e.,filing fees,advertisement costs,testing fees,review fees,express mail or courier,professional services by others). • HWEI shall be reimbursed by the client for all travel expenses including meals and lodging at actual cost for travel from the HWEI office. HWEI shall be reimbursed for all travel expenses including mileage computed at the current IRS standard mileage rates to and from HWEI offices, vehicle rental fees,and coach rate common carrier fares,plus all parking and toll fees expended on travel on the behalf of the Client. • Client may terminate the services of HWEI at any time upon written notification to HWEI. HWEI shall be paid for all services rendered to the time of termination. • Unless otherwise agreed upon by HWEI and Client,if Client fails to make full payment due HWEI for services and expenses within 30 days after receipt of HWEI's Invoice of Services,the amounts due HWEI may be increased at the rate of 0.5%per month or the maximum rate of interest allowed by law at the time this Agreement is entered into,whichever rate is less,from said 30th day. In addition,HWEI may,after giving 7 days written notice to Client,suspend services under this Agreement and may proceed with formal collection procedures. Client shall pay the cost of collection procedures.Should litigation be necessary,Arkansas will be the state of litigation and Arkansas law shall govern. • Client understands and acknowledges that HWEI shall have a lien upon the land,building,erection,or improvement upon said land for services rendered to client as provided in Arkansas Code Annotated 18-44-105. • To the maximum extent permitted by law,the Client agrees to limit HWEI's liability for the Client's damages to a maximum of the net compensation received by HWEI,not including reimbursable expenses and subconsultant fees,for all services rendered on the project. This limitation shall apply regardless of the cause of action or legal theory pled or asserted. RIGHTS:Nothing in this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than Client and HWEI,and duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Client and HWEI and not for the benefit of any other party. ATTACHMENTS: PROPOSAL LETTER;EXHIBIT A—SCOPE OF SERVICES;HWEI STANDARD BILLING RATES ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with services CITY OF VAN BUREN APRIL 30,2015 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED �J BY •=9 � Hawkins-Weir Engineers,Inc. * PO BOX 648 * VAN BUREN,ARKANSAS 72957 * PHONE(479)474-1227 * FAX(479)474-8531 * * 211 NATURAL RESOURCES DRIVE* LITTLE ROCK,ARKANSAS 72205*PHONE(501)374-4846* FAX(501)374-4886* Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective January 1,2015 through August 1,2015 Engineer Engineer VII $ 180 Per Hour Engineer VI $ 165 Per Hour Engineer V $ 145 Per Hour Engineer IV $ 135 Per Hour Engineer III $ 120 Per Hour Engineer II $ 105 Per Hour Engineer I $ 80 Per Hour Engineering Technician Designer II $ 95 Per Hour Designer I $ 75 Per Hour Technician III $ 80 Per Hour Technician II $ 70 Per Hour Technician I $ 50 Per Hour Field Technician-Field Inspector Inspector II $ 70 Per Hour Inspector I $ 60 Per Hour Field Surveying GPS Survey $ 175 Per Hour Administrative Staff Business Manager $ 85 Per Hour Administrative Assistant II $ 50 Per Hour Administrative Assistant I $ 40 Per Hour Expert Witness Preparation At Engineer's Hourly Rate Testimony,less than 1/2 day $1,000 Testimony,per Day $1,500 Expenses Reimbursable Expenses are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies, Testing,Review/Filing Fees and Advertising Travel Hotel,Meals,Vehicle(at 0.575 per mile*) Reproduction Outside Provider of Printing Services Actual Cost In House Printing: Letter Copy-B&W $ 0.10 Per Copy Letter Copy-Color $ 0.75 Per Copy 22 x 34 Size Copy-B&W $ 3.00 Per Copy 22 x 34 Size Copy-Color $10.00 Per Copy 11 x 17 Size Copy-B&W $ 1.50 Per Copy 11 x 17 Size Copy-Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each *To be adjusted periodically to current IRS mileage rate All Billings are due upon receipt unless prior arrangements for payment have been made. HAWKINS-WEIR ENGINEERS,INC. AGREEMENT FOR PROFESSIONAL SERVICES CITY OF VAN BUREN HWEI Project Number: 2015032 1003 BROADWAY Authorized by: HONORABLE BOB FREEMAN VAN BUREN,ARKANSAS 72956 Project Manager: J.KYLE SALYER,P.E.,P.S. (479)474-8936 Date: APRIL 30,2015 Description of Work: ENGINEERING SERVICES FOR THE 2015 CITY OF VAN BUREN STREET IMPROVEMENTS PROJECT. GENERAL:HAWKINS-WEIR ENGINEERS,INC.(HWEI)shall perform the professional services indicated on this Agreement. These services shall include serving as the Client's professional engineering and/or surveying representative providing consultation and advice as requested by this Agreement. SCOPE OF SERVICES:Services to be provided by HWEI shall be as described on this Agreement and noted attachments and other services shall not be implied unless so stipulated by a written agreement acknowledged by client and HWEI. ACCESS: The Client shall provide to Engineer legal access to all properties,public and private,required to perform the services requested. INFORMATION PROVIDED BY CLIENT:The Client shall provide all criteria and full information such as surveys, legal descriptions, subsurface explorations,hydrographic surveys, laboratory tests, flood plain data, environmental assessments, environmental impact statements, utility or other easements, zoning and deed restrictions as may be available to the Client which pertain to the work to be performed. HWEI may rely on such information supplied by the Client in performing services hereunder. PERMITS: Client shall furnish all approvals and permits for all governmental authorities or other entities having jurisdiction. REUSE OF DOCUMENTS: All documents including drawings, specifications and reports prepared by or furnished by HWEI pursuant to this 'Agreement are instruments of service with regard to the work being performed and HWEI shall retain an ownership and property interest therein.Client may make and retain copies for information and reference in connection with the use and occupancy of the project by client and others,however,such documents are not intended or represented to be reused by Client or others on extensions of the project or any other project. Any reuse of documents without written authorization by HWEI shall be at Client's sole risk and Client shall hold HWEI harmless and without liability. COMPENSATION FOR SERVICES:HWEI shall be compensated for services rendered under this Agreement as follows: HOURLY,NOT TO EXCEED-$74,000,PLUS REIMBURSABLE EXPENSES OTHER CONDITIONS: • All fees and expenses paid by HWEI on behalf of the Client shall be reimbursed by the Client to HWEI based on actual cost TIMES A FACTOR OF 1.07(i.e.,filing fees,advertisement costs,testing fees,review fees,express mail or courier,professional services by others). • HWEI shall be reimbursed by the client for all travel expenses including meals and lodging at actual cost for travel from the HWEI office. HWEI shall be reimbursed for all travel expenses including mileage computed at the current IRS standard mileage rates to and from HWEI offices, vehicle rental fees,and coach rate common carrier fares,plus all parking and toll fees expended on travel on the behalf of the Client. • Client may terminate the services of HWEI at any time upon written notification to HWEI. HWEI shall be paid for all services rendered to the time of termination. • Unless otherwise agreed upon by HWEI and Client,if Client fails to make full payment due HWEI for services and expenses within 30 days after receipt of HWEI's Invoice of Services,the amounts due HWEI may be increased at the rate of 0.5%per month or the maximum rate of interest allowed by law at the time this Agreement is entered into,whichever rate is less,from said 30th day. In addition,HWEI may,after giving 7 days written notice to Client,suspend services under this Agreement and may proceed with formal collection procedures. Client shall pay the cost of collection procedures.Should litigation be necessary,Arkansas will be the state of litigation and Arkansas law shall govern. • Client understands and acknowledges that HWEI shall have a lien upon the land,building,erection,or improvement upon said land for services rendered to client as provided in Arkansas Code Annotated 18-44-105. • To the maximum extent permitted by law,the Client agrees to limit HWEI's liability for the Client's damages to a maximum of the net compensation received by HWEI,not including reimbursable expenses and subconsultant fees,for all services rendered on the project. This limitation shall apply regardless of the cause of action or legal theory pled or asserted. RIGHTS:Nothing in this Agreement shall be construed to give any rights or benefits in this Agreement to anyone other than Client and HWEI, and duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Client and HWEI and not for the benefit of any other party. ATTACHMENTS: PROPOSAL LETTER;EXHIBIT A—SCOPE OF SERVICES;HWEI STANDARD BILLING RATES ACCEPTED THIS DAY OF ,2015 OR Verbal Authorization Received to Proceed with services CITY OF VAN BUREN APRIL 30,2015 ORGANIZATION,COMPANY,OR INDIVIDUAL ACCEPTING DATE RESPONSIBILITY FOR PAYMENT FOR SERVICES RENDERED BY /01X Hawkins-Weir gineers,Inc. * PO BOX 648 * VAN BUREN,ARKANSAS 72957 * PHONE(479)474-1227 * FAX(479)474-8531 * * 211 NATURAL RESOURCES DRIVE* LITTLE ROCK,ARKANSAS 72205*PHONE(501)374-4846* FAX(501)374-4886* Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins-Weir Engineers,Inc. Effective January 1,2015 through August 1,2015 Engineer Engineer VII $ 180 Per Hour Engineer VI $ 165 Per Hour Engineer V $ 145 Per Hour Engineer IV $ 135 Per Hour Engineer III $ 120 Per Hour Engineer II $ 105 Per Hour Engineer I $ 80 Per Hour Engineering Technician Designer II $ 95 Per Hour Designer I $ 75 Per Hour Technician III $ 80 Per Hour Technician II $ 70 Per Hour Technician I $ 50 Per Hour Field Technician-Field Inspector Inspector II $ 70 Per Hour Inspector I $ 60 Per Hour Field Surveying GPS Survey $ 175 Per Hour Administrative Staff Business Manager $ 85 Per Hour Administrative Assistant II $ 50 Per Hour Administrative Assistant I $ 40 Per Hour Expert Witness Preparation At Engineer's Hourly Rate Testimony,less than 1/2 day $1,000 Testimony,per Day $1,500 Expenses Reimbursable Expenses are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery,Field Supplies,Testing,Review/Filing Fees and Advertising Travel Hotel,Meals,Vehicle(at 0.575 per mile*) Reproduction Outside Provider of Printing Services Actual Cost In House Printing: Letter Copy-B&W $ 0.10 Per Copy Letter Copy-Color $ 0.75 Per Copy 22 x 34 Size Copy-B&W $ 3.00 Per Copy 22 x 34 Size Copy-Color $10.00 Per Copy 11 x 17 Size Copy-B&W $ 1.50 Per Copy 11 x 17 Size Copy-Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each *To be adjusted periodically to current IRS mileage rate All Billings are due upon receipt unless prior arrangements for payment have been made. it- . of1Yan • litre-it Zit-hancSa,5 1003 Broadway • Van Buren, Arkansas 72956 April 14, 2015 Hawkins-Weir Engineers,Inc. Attn: Brett Peters P.O. Box 648 Van Buren, AR 72656 Dear Mr. Peters: The City of Van Buren is planning overlay projects thatrequire assistance from your_firm. Our desire is to mill and overlay portions of five streets. Ourbudget for this project is approximately $900,000.00, so we may not be able to have all five completed. I have attached maps for more accurate information. Listed below are the streets in priority.order: 1. 20th Street from Main Street to.Alma Blvd 2. Poplar Street from 20th Street to Hwy 59 3: Northridge Drive from Hwy 59 to Highland Avenue 4. 9th Street from Pointer Trail East to Hynes 5. Alma Blvd from 28th Street to 20th Street - Please feel free to contact me for further information. ' Sincerely, r Mayor. orv611 641 PROGRESS IS.. rot ,5OUR PROJECT_ /01'.41 )(1-11,:ird .• V 7- Poincert.. 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